Hello and welcome to this webinar. My name is Katya Rivas and today I will be discussing the implementation of changes to the race and ethnicity categories that the University of California collects and reports to the Integrated Postsecondary Education System, known as IPEDS. The implementation of these changes will go into effect on August 1, 2010. 1
The University of California is required to provide data regarding the race and ethnicity of its employees to the US Department of Education (DE) through the Integrated Post Secondary Education Data System (IPEDS) on a regular basis, in a specified format and using specified codes. In October 2007, the DE provided final guidance on how postsecondary educational institutions would collect and maintain race and ethnicity data on students and employees and how the data would be aggregated for reporting to IPEDS The employees, and how the data would be aggregated for reporting to IPEDS. The standards for the classification of race and ethnicity data are the same as those issued by the Office of Management and Budget (OMB) in 1997. Institutions must be in compliance with the new race and ethnicity data collection and reporting requirements by the fall of 2010. 2
The Department of Education requires educational institutions to use a two-part question format. The first question is to identify whether the respondent is Hispanic or Latino. The second question asks the respondent to select one or more races with which he or she identifies. Currently, the University collects information using a one-part question format and does not give individuals the opportunity to identify with more than one race. DE's final guidelines also require separating the category "Asian or Pacific Islander" DE s final guidelines also require separating the category Asian or Pacific Islander into two separate categories, one for "Asian" and one for "Native Hawaiian or Other Pacific Islander" and broadens the definition for "Native American and Alaska Native" to include original peoples of North and South America (including Central America). The University will implement the new standards for y p the collection and reporting of race and ethnicity data beginning August 2010. 3
The guidance issued by the department of education covers two separate issues, the collection of race and ethnicity data by institution and the reporting of aggregate data to Department of d th i it d t b i tit ti d th ti f t d t t D t t f Education. The new categories are not a one to one corresponding between collection and reporting, which is why these two issues are separated. For the collection of the data, the two question format is required by the final guidance. The first question is, is the respondent Hispanic or Latino? That’s a yes no question. The second question, after the first question is answered (either with a yes answer or a no answer) requires that the respondent selects one or more races from the following five categories: (1) American Indian or Alaska Native; (2) Asian; (3) Black or African American; (4) Native Hawaiian or Other Pacific Islander; (5) White The final standards call for the voluntary self identification of race and ethnicity information. For reporting purposes there are seven race and ethnicity categories. (1) Hispanic or Latino (of any race); (2) American Indian or Alaska Native; (3) Asian; (4) Black or (1) Hi i L i ( f ) (2) A i I di Al k N i (3) A i (4) Bl k African American; (5) Native Hawaiian or Other Pacific Islander; (6) White; (7) Two or more races. For persons who indicate in the first part of the two part question that they are Hispanic or Latino no additional race information will be reported. For non ‐ Hispanics, racial identity is reported according to the race category selected. For those non ‐ Hispanic individuals who elect more than one race category they are reported under the two or more races category. 4
The guidelines issued by the department of Education provide specific definitions for the terms ethnicity and race. According to the U.S. Department of Education, ethnicity is a term which represents social groups with a shared history, sense of identity, geography and cultural roots which may occur despite racial difference. As a result, individuals can identify their ethnicity as either of Hispanic or Latino origin or Non ‐ Hispanic or Latino origin. The department of education defines Race as a human population considered distinct based on physical characteristics As a result individuals can identify their race based on based on physical characteristics. As a result, individuals can identify their race based on the following five racial categories: o American Indian or Alaska Native o Asian o Black or African American o Native Hawaiian or Other Pacific Islander o White 5
In order to prepare for the August 2010 implementation of the new race and ethnicity standards the following steps were taken: The revisions required to the Demographic data transmittal form used to collect race and ethnicity data for new hires were completed in June 2010. The corresponding systems modifications, to allow for the collection and reporting of race and ethnicity data based on the new standards were completed and distributed via payroll d th i it d t b d th t d d l t d d di t ib t d i ll release in early July 2010. Programming changes were rolled out by IR&C to modify the • Payroll Personnel Systems (PPS) • Employee Data Base (EDB) • Corporate Personnel System (CPS) • Corporate Data Warehouse (CDW) • Web New Hire • Web New Hire These changes will allow the University to collect race and ethnicity data for new hires based on the new standards effective August 2010. The Human Resources survey capturing race and ethnicity data for staff will be reported to IPEDS using the new standards and will use data available as of November 2010. The IPEDS data submission window for the HR survey opens in early December 2010 and closes mid January 2011. No extension to this submission period will be granted. 6
In order to comply with the new requirements, the Demographic Data Transmittal form U5605 and the Payroll Personnel System (PPS) have been modified. th P ll P l S t (PPS) h b difi d The form was divided into three separate sections identified by numbers. Section 1 collects the race and ethnicity information. This section is broken down into two subsections: Section 1A collects the information as required by IPEDS and allows for multiple race and ethnicity selections. Section 1B preserves the collection of the information for Affirmative Action program reporting and allows for a single race and ethnicity selection. Section 2 collects disability information, and Section 3 collects responses for individuals who wish to self ‐ identify their di bilit i f ti d S ti 3 ll t f i di id l h i h t lf id tif th i veteran status. Release of the Payroll Personnel System (PPS) modifications included the addition of new elements to the Payroll Personnel System (PPS), Employee Data Base (EDB) and to associated PPS screens, online help, and documentation. Corresponding new elements were incorporated into the Corporate Personnel System (CPS) and the CPS interface. Additionally, One new code was added to the existing Ethnic ID element. Queries or reports used to aggregate data for submission to IPEDS were modified. difi d The scope of the modifications is limited to those activities that directly support meeting the IPEDS reporting obligations. New employees hired in August 2010 should complete the revised form U5605 in order to collect the race and ethnicity data in a manner which allows the University to meet the new requirements, and maintain the current reporting demands for campus affirmative action programs. 7
New employees hired in August 2010 will be required to complete the revised U5605 (R6/10) “Demographic Data Transmittal” form on which they are asked to self-identify their ethnicity and race by completing Sections 1A and 1B of the form. For Section 1A it is necessary to record all checkboxes as required by IPEDS. The two-part question in section 1A complies with the requirements for the collection of race and ethnicity data established by the Department of Education. Data entry in PPS does not restrict the combination of responses that can be Data entry in PPS does not restrict the combination of responses that can be recorded even if it suggests that instructions on the Demographic Data Transmittal Form were not followed or the combination is self-contradictory. Six new fields have been added to PPS to record the responses from section 1A as follows: • Hispanic Indicator • American Indian or Alaska Native Indicator • Asian Indicator • Black/African American Indicator • Native Hawaiian or Other Pacific Islander Indicator • White Indicator All fields are one character alphanumeric: ‘Y’ for yes, ‘N’ for No, or blank (default). All fields are one character alphanumeric: Y for yes, N for No, or blank (default). Multiple race and ethnicity selections can be made on the form and PPS will accept the multiple selections. 8
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